BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, MAY 14, 2013
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Chip Bishop, Carlo D’Este, Sandra Lahart, Patricia Gamache, and Mary LeClair.
Absent: Sue McGarry.
Also Present: Kathy Mahoney – Library Director
Jack Kowalski, Chairman, called the meeting to order at 5:08 p.m.
Approval of Minutes
Patricia Gamache motioned to accept the Regular Session minutes of April 9, 2013 as written.
Motion was seconded by Sandra Lahart.
VOTE: Yes-4; and 2-abstain.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Chip Bishop, yes Carlo D’Este, abstain.
Sandra Lahart, yes Mary LeClair, abstain.
Friends of the Library
Chip Bishop reported:
- Friends are “busy as bees” getting ready for their May 30th event.
- Friends reported they are up to 140-150 members. They are gong to be doing another newsletter insert in the Enterprise in July to try to reach summer people.
- With whole new cache of members, perhaps they can recruit people to help out on events because right now about 6 people are carrying the entire load.
- Sandra Lahart mentioned that she gave Friends some information for them to follow-up regarding the bowling event they want to do.
- Friends are going to be helping at the Dan Brown event tomorrow night at the Library.
- Friends are talking about holding a summer fundraising event.
Reports
Following are highlights of some of the discussion held during the review of Kathy’s monthly report:
- Chip asked whether there was any way the Library could use the potential $13,000-$14,000 in unused salary money, which Kathy anticipates turning back to the town at the end of the year, to bring in help while we are still shorthanded. Kathy explained those funds cannot be used for anything but the salaries of staff/town employees. Money appropriated for Salaries cannot be transferred to the Expense line of the budget to pay for contract workers without a town meeting vote. She said that in the future if we set up the revolving account that has been discussed, we could possibly use Library fine money to pay for substitute employees; or during the next budget cycle we could request that an Expense line be added to our budget to pay substitute help. Those are the only two ways that she can think of to handle that
question.
- Kathy advised that she checked status of obtaining LEED plaque. Library may purchase the plaque for about $200. Kathy will purchase and have displayed at the Library.
- Library is generating close to 100 new membership cards per month.
- Kathy said Mashpee Library circulation statistics about the same as Harwich—but Harwich number increase appears to be renewals.
- Kathy attached her Strategic Plan Update to her monthly report distribution.
Reports (continued)
Chip asked how many Dan Brown books went to Mashpee residents. Kathy explained that since pick-up location in CLAMS is what determines who gets the book, if a non-resident chooses Mashpee as their pick-up location that counts as “Mashpee” so we really can’t say how many residents were recipients.
Mary LeClair asked how tomorrow’s Dan Brown event at the Library was publicized. Kathy said notices were posted and it was written up in the Library column in the Enterprise. Kathy said she is working on strengthening PR for the Library. She said she is also working with Lynne Waterman, Director of the Council on Aging, to develop programs and ideas for targeting audiences and Lynne offered to help publicize Library events.
Chip said the Friends recruited Grace Talmadge to do publicity for the Friends and if that goes well we might be able to talk with Grace regarding publicity for the Library. Mary LeClair added that Amy Davies, Director of Mashpee TV, is another avenue to look at.
In her monthly report Kathy advised the Trustees about tax requirements related to the Library’s on-going book sale and the Friends’ rental book collection. Kathy asked the Trustees for a vote to authorize her to register the Library with the State as a vendor, if they wished to continue with the Library book sales.
Motion: Carlo D’Este motioned to register the Mashpee Library with the State as a vendor to manage book rental and book sale.
Patricia Gamache seconded this motion.
VOTE: Yes-6.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Chip Bishop, yes Carlo D’Este, yes.
Sandra Lahart, yes Mary LeClair, yes.
Policy Updates
Kathy provided a draft of the Standards of Customer Service policy for the Trustees’ review. Chip commented that he liked the service “ethic” built in the wording. Kathy said “yes” customers are our business.
Library Fines
Jack Kowalski stated exemption to Library fines is a topic we talked about. Chip said the Friends Board is ready to go along with whatever the Trustees decide. Carlo D’Este made the observation that if Trustees are exempt or not is not a big thing so if the feeling is not to have exempt status he feels that is fine and he will go along with it.
Motion: Patricia Gamache motioned that the Trustees approve a policy where Mashpee Library will not grant fine exempt status to any patron or group.
Sandra Lahart seconded this motion.
VOTE: Yes-6.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Chip Bishop, yes Carlo D’Este, yes.
Sandra Lahart, yes Mary LeClair, yes.
Proposed Legislative Breakfast for Local Elected/Appointed Officials
Chip repeated that he thought the CLAMS legislative breakfast for State officials was well done and very effective. Chip said he is happy to help if we do this and he asked Mary LeClair whether she would be willing to assist. She is happy to do so. Chip and Mary will work with Kathy to think of some ideas. Sandi Lahart offered to help with this also. Some of the points presented were:
- Event should be on a Tuesday or Thursday morning when Library not open.
- February seemed best time to hold this event, but not during the school closing week.
- Perhaps Amy Davies, Mashpee TV, could do pictures for slides showing what goes on at the Library on a daily basis…include some of these happening during summer.
Chip added that we should show the vision of this institution. What do we want to be in the future? Trustees can do only so much, and Officials are partners in this vision.
Communications
Jack stated that the Board of Library Trustees will have elections of officers at the next Trustees Meeting.
Jack said thus far Pat Gamache has indicated she is interested in serving as Chair; and Sandi Lahart indicated her interest in serving as Vice Chair. Corresponding Secretary position is open. Chip Bishop offered to continue as liaison to the Friends.
Discussion
David McCullough Article
Carlo D’Este referred to an article by David McCullough that appeared in the May 5, 2013 Boston Globe. Carlo read a portion of that article for the record, as follows:
“I think the public library system is one of the most amazing American institutions. Free for everybody.
If you ever get the blues about the status of American culture there are still more public libraries than there are McDonald’s. During the worst of the Depression not one public library closed their doors.”
New Book Donation by Carlo
Carlo mentioned that as a result of his involvement with the William E. Colby Military Writers' Symposium at Norwich University he managed to accumulate a number of brand new books that have never been read. Carlo said there are about 20 of these brand new books from publishers that he would give to the Library since they could be of interest to Mashpee. Kathy thanked Carlo and said she is happy to add these to Library collection. Carlo offered to be of any assistance, should she need it.
Management Study
Carlo raised the question as to whether or not we need to do anything now regarding having the management study done. Kathy said she will talk to a few people about timing, cost, etc.
Philanthropy Partners Event…Sandi noted that this group will hold a luncheon from 11:45 a.m.-2 p.m. on Tuesday, June 18th at the Hyannis Golf Course. Cost: $35. Sandi read the program topics and said she plans to go; several of the Trustees indicated they may attend as well since program sounded interesting.
Discussion (continued)
Foundation…Sandi asked whether there was any news on the 501(c)(3). Jack said he had lunch with the Dunning Kirrane law firm and next thing will be to try to put together a committee for the Library foundation. Foundation Board will be separate from the Trustees. This topic will be placed on next month’s agenda.
Next Meeting…5 p.m. on Tuesday, June 11, 2013 in Library Conference Room.
Adjournment
Chip Bishop motioned the meeting be adjourned; Patricia Gamache seconded the motion; and it was unanimously passed. The meeting adjourned at 6:40 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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